Archive for the ‘Announcements’ Category

Finance Website Security Initiative

Monday, June 10th, 2019

The Human Resources and Financial Systems departments have been working with ITS to secure high risk documents on our website to avert fraudulent activity. Currently, our website has forms and instructions that specifically deal with sensitive information and the goal to reduce university risk is to secure those forms on our website via Sharepoint, so anyone with a Loyola login (UVID) and password are able to access those documents.

In the coming weeks, some of the HR and Finance forms will be updated to SharePoint URLs. At that time we will also establish redirect links to ensure that the original forms are not accessible without login credentials.

If there are any questions or concerns, please contact Financial Systems at FinancialSystems@luc.edu.

Accounts Payable ACH Review Email

Wednesday, March 20th, 2019

If you are an active LUC employee who is also an active vendor with Accounts Payable, you may receive an email from Accounts Payable on March 26, 2019 asking you to verify that the ACH banking information on file with Accounts Payable is correct. Employees will be asked to confirm, via YES or NO only, whether or not they would like Accounts Payable to update the AP ACH information to match the default direct deposit account in the HR/Payroll system.

This email will come from accounts-payables@luc.edu. Please be assured the email will NOT include full banking details, nor will it ask you to submit banking details via email.

If you have questions, please contact Accounts Payable at Accounts-Payables@luc.edu or (312)915-8760.

Best Wishes,

Accounts Payable

Loyola University Chicago

2018 Year End AP Announcements

Thursday, December 6th, 2018

Season’s Greetings from the Accounts Payable Team!

New Process Changes Effective January 1st

  • Each payment request must refer to only one invoice (i.e. no more including multiple invoices on the same payment request form).
  • Expense Reimbursement forms are for employee reimbursements only. All other reimbursements must be submitted via a payment request form.

Note: Payment requests submitted to A/P that do not conform to the above guidelines will be returned to the department for revision and resubmission.

Important Reminders

  • Submit no more than three payment requests per email to Accounts-Payables@luc.edu.
  • Payment requests must be approved and include documentation to support the payee and amount. Note: two signatures are required for requests over $5,000.
  • Each payment request and its supporting documentation (invoice, email, etc) should be submitted in one PDF attachment.
  • ACH is the preferred method of payment for all requests. Please encourage your vendor to sign up for ACH payment.
  • Sensitive information, such as W-9 forms or banking details, should be sent to Accounts Payable via Loyola Secure Transfer.
  • Loyola University, including the Accounts Payable office, will be closed from Dec 22nd – Jan 1st in observance of the holidays.

Upcoming Email – Banking Details Verification

  • If you are an active employee who is also an active vendor with Accounts Payable, you may receive an email from A/P in the near future asking you to verify that the ACH banking information on file with A/P is correct. This email will come from accounts-payables@luc.edu. Please be assured the email will NOT include full banking details, nor will it ask you to submit banking details via email.

Wishing you and yours a very happy holiday season,

Loyola Accounts Payable Team

Promotional Product Vendor Fair

Tuesday, October 23rd, 2018

On September 26, 2018, Procurement Services and Marketing and Communication announced the addition of Warehouse Direct as the University’s new Prequalified Supplier of Promotional Products (not for resale) (also see https://www.luc.edu/purchasing/announcements/index.shtml and a flyer here).  In the coming weeks we will be hosting a number of Promotional Product Vendor Fairs to introduce Warehouse Direct to the University community.  Various suppliers will be showcasing their product offerings and will be available for all of you to discuss each of your departmental promotional product needs.  In addition, each attendee will have the ability to provide Procurement Services valuable insight into their product needs and make recommendations as to which products should be considered for inclusion in the online ordering system.  Once implemented, the online ordering system will include many of the product recommendations that will ultimately help streamline the order and fulfillment process while ensuring cost control and brand integrity.  

The product shows will be held at the following dates, times and locations.  Attendees are free to come and go throughout these times.   Each show will also feature give-aways and raffles!

Lakeshore Campus
November 1, 2018
9:00 a.m. – 11:00 a.m.
Damen Center
Sr. Jean Room

Water Tower Campus
November 15, 2018
8:00 a.m. – 10:00 a.m.
Lewis Tower
Regents Hall 16th Floor

Health Sciences Campus
December 11, 2018
10:00 a.m. – Noon
SSOM
Suite 150

Please feel free to forward this message to anyone interested.  For questions or more information please contact: Brian R. Slavinskas, Senior Director of Procurement Services and Financial Compliance,  at 312-915-8787 or bslavin@luc.edu.  We hope to see you there!

 

New Promotional Products Pre-Qualified Supplier

Wednesday, September 26th, 2018

Date: September 26, 2018

Procurement Services, in partnership with University Marketing and Communications, is pleased to announce Warehouse Direct as the new Pre-Qualified Supplier of Promotional Products (limited to those products that are not for resale).  Under this new relationship, the University will establish a formal process for the procurement of goods with the Loyola logo.  This new, standardized process will improve our sourcing, ordering and invoice settlement while maintaining new levels of brand integrity.  In addition, this partnership provides the opportunity to evaluate and identify standard items for purchase by all departments to align with product sustainability initiatives.

Over the next couple of weeks, we will be working diligently with Warehouse Direct in the development of the e-commerce platform that will enable you to order standard promotional products.  During this time, we will be identifying departments with high order and spend volumes to help develop this platform.  Once we have completed this process, we will be hosting a formal program introduction session and product show at the three main University campuses.  At that time, departments will have an opportunity to view product offerings from Warehouse Direct and their suppliers, and have the opportunity to identify product options that will be suitable for their needs.  These selections will be considered for inclusion in the standard product catalog in the e-commerce platform.  All products and logos will be fully vetted by Procurement Services and UMC before inclusion in the platform.  Our goal is for all departments with promotional product needs to have a voice in the standard product catalog offerings.

Procurement Services will be setting up the introduction and product show for early November.  Please keep your eyes open for the announcement for the date, time and location coming soon.  In the meantime, should you have any immediate needs for promotional products, please contact Procurement Services and we can facilitate a connection with Warehouse Direct.

We are extremely excited about this new program and strongly encourage your department to use Warehouse Direct for your promotional product needs.  Attached to this document is a description of the benefits relating to the Pre-Qualified Supplier Program, Brand Integrity and Sustainability.  Should you have any further questions, please let us know.

Kind Regards,

Brian R Slavinskas
Senior Director
Procurement Services
312.915.8787

Deneen Jackson-Gillespie
Executive Director
Marketing and Creative
312.915.7781

Geraldine Lechantre
Purchasing Manager
Procurement Services
312.915.8781

2017 W-2’s

Wednesday, January 31st, 2018

Paper W-2’s

  1. W-2 statements were mailed on Wednesday, January 31st to employees who did not opt-in for the electronic version of the W-2 or who are no longer active employees.  Please allow 1-2 weeks for delivery via the USPS.
  2.  We will not be processing any W-2 reprints until Monday, February 12th.
  3. If you do not receive your W-2 by February 12th, you may fill out, sign, and email back a completed W-2 request form, which is available on our webpage.  Once we have the form, we will work on processing a W-2 reprint within 5-7 business days.

Electronic W-2 Option

  1. Electronic W-2’s were published online on Tuesday, January 30th. If you are still an active employee, you can view and print a copy of your W-2 electronically while connected to the Loyola network.  All you need to do is give your consent to receive the W-2 electronically by following the steps found here.
  2. Opting in will give you access to your 2017 W-2 electronically.  It will also give you access to other recent year W-2’s.  Additional information regarding electronic W-2’s may be found here.
  3. If you opted in to have your W-2 submitted electronically to Turbo Tax, your W-2 will be sent to Turbo Tax by Wednesday, February 1st.
  4. PLEASE NOTE: If you are no longer an active Loyola employee and you previously signed up for electronic delivery, a paper copy of your W-2 has been mailed to the address on file with Human Resources.

For help understanding your W-2, please visit https://www.luc.edu/finance/understandingyourw-2/

For further information, please visit our main Payroll website at http://www.luc.edu/finance/payroll.shtml

Best Wishes,

Kronos Help Desk / Payroll Services

Fiscal Year 2016 Financial Services Announcement

Wednesday, June 1st, 2016

Loyola’s fiscal year-end of June 30, 2016 is rapidly approaching! To close out FY16 please review the following deadlines.

Fiscal Year-End Expenses

Departments should ensure that all invoices for goods received or services rendered during FY16 are reflected in the FY16 financials.

Check Requisitions and Expense Reimbursements

  1. Must be received electronically by Accounts Payable (accounts-payables@luc.edu) by no later than Monday, June 27, 2016 for all expenses needing Sponsored Program Accounting approval (Gift/Grant AUs).
  2. All other requests must be received by Thursday June 30, 2016. Requests received after June 30, 2016 will be paid against the FY 2017

Expenses not received in Accounts Payable by June 30, 2016:

  1. Expenses incurred prior to June 30th must be accrued and charged to your FY 2016 budget with supporting documentation from an external party.
  2. Requests to accrue must be received by AP in writing by Wednesday, July 6, 2016.
  3. Every effort should be made to notify Accounts Payable or General Accounting in a timely manner regarding FY16 invoices received after June 30th so that all expenses are appropriately accrued for.
  4. If there is a significant invoice greater than $25,000 that you are aware of after July 6 that pertains to FY16, contact Maria Araque (maraque@luc.edu) or Accounts Payable (accounts-payables@luc.edu).
  5. Appropriate and valid accounting unit-account code pairs must be on the requests.

Purchase Orders: Invoices received by departments for items ordered using a purchase order should be sent immediately to Accounts Payable for payment processing.

  1. Purchase orders that have not been paid but have a receipt processed against the order in the Lawson system (“received, not invoiced”) by June 30 will be accrued as an expense in FY 2016.
  2. To ensure accuracy please make sure that all items that have been physically received are also recorded as “received” in the purchasing system by June 30.

Procurement Card transactions should be made no later than Thursday, June 30, 2016 to be applied to the FY16 budget.

Payroll adjustments

  1. Sponsored Program Accounting payroll adjustments: Personnel Action Forms (PAF’s) or Employee Information Forms (EIF’s) that include corrections to grant accounting units for salary line items must be received by Friday, June 10, 2016. Requests received after Friday, June 10, 2016 will be processed for FY 2017
  2. General Accounting payroll adjustments: (corrections between accounting units for salary line items) must be received by General Accounting (send to cfraczkowski@luc.edu) by Wednesday, June 22, 2016

Treasury: 

Repetitive EFT’s/ACH’s

  1. If you have any repetitive EFT’s/ACH’s that need to be processed in Fiscal Year 2016, the Repetitive EFT forms need to be sent electronically to the Treasurer’s Office at Cashmgmt@luc.edu by 12 pm on June 29, 2016. These transactions will be processed on June 29th and clear Loyola’s bank account on June 30, 2016.
  2. Any repetitive EFT’s/ACH’s that come in after 12 pm on June 29, 2016 will be processed on June 30th and clear Loyola’s bank account on July 1, 2016 and these transactions will be recorded in Fiscal Year 2017.

Non-Repetitive Wire Transfers

  1. If you have any Non-Repetitive Wire Transfers that need to be processed in Fiscal Year 2016, the Non-Repetitive form with all supporting documentation must be sent to the Treasurer’s Office at Cashmgmt@luc.edu by 12 pm June 27, 2016. If any documentation is missing or has incomplete banking information, it will not be processed and it will be returned to you for additional information and will then be processed in Fiscal Year 2017.

Fiscal Year-End Revenue

  1. Revenue Deferral: Revenue received prior to June 30 for programs being held in FY 2017 must be deferred to the new fiscal year.
  2. Revenue Receivable: Any revenues not received by June 30th that relate to services provided by the University in Fiscal Year 2016 should have a proper receivable set up.
  3. All University deposits for FY16 should be taken to the Bursar’s office by no later than June 29th, 2016 by 2pm.
  4. Contact Maria Araque at maraque@luc.edu or Andrea Sabitsana at asabits@luc.edu by Wednesday, July 6, 2016 to ensure the proper accounting for revenue deferrals or receivables.

Budget Transfers

  1. The last day to submit budget transfers for FY2016 is Wednesday July 6, 2016.

If you have questions regarding these procedures, please feel free to contact Maria Araque at maraque@luc.edu or Andrea Sabitsana at asabits@luc.edu.

The entire Financial Services team appreciates your efforts and we look forward to a successful and efficient year-end close!

The Fiscal Year 2016 Financial Services Deadlines can be found at: http://blogs.luc.edu/finance/2016/06/01/fiscal-year-2016-financial-services-deadlines/

Purchasing News Flash: New Loyola Printing Services/Copy Center Provider

Friday, November 20th, 2015

We are pleased to announce that Loyola University Chicago has partnered with Printing Arts to provide the university community with a full service copy and print solution. Printing Arts was selected after an extensive Request for Proposal (RFP) process.

Printing Arts main offices are located at 2001 W. 21st in Broadview, Illinois 60155. They are a full service, G7 Master Printer, with the capacity to accommodate all types of copy and print service requests or projects and will work closely with their customers for any level of specialization or customization. They are a 24/7 operation that will be able to provide timely deliverables and support. In addition to providing business cards, letterhead, and envelopes, they can provide the following capabilities/services including, but not limited to:

  • G7 Commercial Printing Certification
  • Pre-Press and Color Management (Multiple color project requests)
  • Structural Design
  • In-House Ink and Coatings Lab
  • Folding and Gluing
  • Tipping and Fixing
  • Hand Assembly
  • Die Cutting, Foil Stamping, and Embossing
  • Managed Inventory Programs
  • Conventional Bindery
  • Mailing and Distribution
  • Copyright Clearance (Course Pack Production)

Printing Arts will maintain an on-site presence to accommodate walk up requests. They will be located in the current Copy Center on the Lake Shore Campus, Centennial Forum Student Union (CFSU), 1125 W. Loyola Avenue, Main Level. The telephone numbers will remain the same – 773-508-2042; 773-508-2041; 773-508-7741. The email address for the Copy Center is printingservices@luc.edu.

Additionally, the new Copy Center contacts can be reached at the following numbers:

  • Christine Ciarrachi (Account Representative): 708-938-1550 (Office) 773-203-5241 (Cell) or cciarrachi@luc.edu
  • Alex Erickson (VP of Sales): 708-938-1536 (Office) 847-830-4894 (Cell) or aerickson5@luc.edu

Printing Arts will transition to their new role effective Tuesday, December 1, 2015. The Copy Center will be closed on Monday, November 30, 2015 for the transition. Please visit the Printing Services website for additional information at:

www.luc.edu/purchasing/printing.shtml

We would like to welcome Printing Arts to Loyola University and look forward to our partnership with them! We would also like to thank Canon Solutions America for their many years of service to the University.

Please direct any questions to Sam Perry, Purchasing Manager at 312-915-8781 or sperry@luc.edu.

New PDF Forms! Expense Reimbursement & University Deposit Slip

Friday, November 14th, 2014

The Finance Department is excited to reveal two new and improved fill-able PDF documents. Please take a moment to review the new forms and instructions:

Please Note: The required University Deposit Slip procedure is changing and only the new form will be accepted at the Bursar Cashier Offices. The new form has equations in the Totals and Summary sections for ease of data entry so it is highly recommended that you use the form on-line when completing it. Additional Itemized Deposit Detail can be provided in the Deposit Description box or on a separate Itemized Deposit Detail form, whichever is most appropriate.

Similarly, the new PDF Expense Reimbursement Form should be used going forward. University ProCard Expenses should no longer be included on this form. ProCard expenses related to this business travel can be noted in the Business Reason for Expense/Comments box.

Questions about these forms or instructions can be directed to:

Office of the Bursar (University Deposit Slip)
773.508.7705
Bursar@luc.edu

Accounts Payable (Expense Reimbursement Form)
312.915.8760
Accounts-Payables@luc.edu

Financial Systems (general form questions)
FinancialSystems@luc.edu

New: Gift Card Purchase Policy

Thursday, September 4th, 2014

Loyola Community,

The Gift Card Purchase Policy has been established to set forth the guidelines and procedures for the purchase and distribution of gifts and gift cards/certificates purchased with University funds to ensure compliance with the University’s tax withholding and reporting obligations.

This policy applies to all staff, faculty, and principal investigators who wish to purchase gift cards for the purpose of incentives, awards, and other uses necessary to carry out the University’s mission.  Gift cards should not be given in exchange for services received or in place of a payment of wages.  Gift cards are subject to tax laws similar to cash payments.

Effective immediately, any department wishing to purchase a gift card, will need to complete a Gift Card Purchase Authorization Form. This form should accompany the Purchase Requisition and sent to the designated Purchasing agent: HSD Purchasing at HSDBUYERS@LUC.EDU or Lakeside Purchasing at PURCHLSC@LUC.EDU.  Gift Card purchases should not be made on the ProCard. Once a gift card purchase has been approved, gift cards should not be used for reasons other than their originally stated purpose.

Once gift cards have been distributed, a Gift Card Distribution Log must be completed and submitted to either SPA, GRNTCON@LUC.EDU (If AU begins with a 2, 5, 103XXX or 104XXX) or General Accounting, ACCOUNTING@LUC.EDU (For all other AUs).

Gift Cards should be treated like cash and be kept under lock and key at all times to ensure proper physical security and to protect from theft and loss. Access to the gift cards and keys to the lock areas should be limited to the individual(s) responsible for safekeeping of the gift cards.

The Gift Card Purchase Policy can be found at:

http://www.luc.edu/finance/giftcardpolicy

Forms:

Gift Card Authorization Form

Gift Card Distribution Log